Purpose

That the Assistant Director of
Housing authorises, in line with Contract Standing Orders, Section
34, delegation arrangements, the appointment of MLCS3 following a
competitive tendering exercise to deliver circa 19,879 stock
condition surveys at a cost of £1,366,695.00 Ex Vat, over 36
months, following the tender dated 9th September
2024.

Decision

 

ROTHERHAM METROPOLITAN BOROUGH COUNCIL

 

RECORD OF OFFICER EXECUTIVE DECISION

 

Date of Decision:

18th November
2024
 

Title:

23-209 Stock Condition
Surveys
 

Decision Maker:
(Including Job
Title)

James Clark, Assistant Director
of Housing
 
 

Details of Specific Cabinet
Delegation
or Delegation contained in the
relevant Sub-Scheme of Delegation.
 

Financial and
Procurement Procedure Rule, Section 58.4 Delegation
Arrangements.

Decision:

That the Assistant Director of
Housing authorises, in line with Contract Standing Orders, Section
34, delegation arrangements, the appointment of MLCS3 following a
competitive tendering exercise to deliver circa 19,879 stock
condition surveys at a cost of £1,366,695.00 Ex Vat, over 36
months, following the tender dated 9th September
2024.

Reasons for the
Decision:

Housing Services has in place a Housing Management
system (NEC), it contains a stock condition database that helps
inform the 30-year business plan, aids the development of the
capital investment programme, and is used for reporting
performance.
The data held within the system
is based on 100% stock condition surveys that were undertaken
between 2004 to 2010 and has been updated with different surveys
and completed works information since this date.  However, only limited full house stock condition
surveys have been undertaken.
Consequently, the
decision was made and supported to undertake a programme of Stock
Condition surveys to 100% of the stock over the next three years,
and the approval of this contract will be the means to enable this
to be delivered.

Details of alternative
options considered and rejected:

There is a small
in-house surveying team, and consideration was given to them
undertaking these surveys.  However once
reviewed it was estimated that it would take the current surveying
team 15 years to undertake this programme of surveys, along with
their other duties.  Therefore, this
option was rejected.
 

Conflicts of interest
declared by any Cabinet Member consulted by the decision maker
which relates to the decision:

None

Dispensations
Granted:
(If any)

N/A

Reports or parts of
reports considered

Procurement Business
Case:
23 – 209 Stock Condition
Surveys
Jonathan Teasdale –
Procurement Category Manager
Kerry Brentnall – Housing
Investment Manager
 
Tender Evaluation
Report:
23 – 209 Stock Condition
Surveys
Jonathan Teasdale –
Procurement Category Manager
Kerry Brentnall – Housing
Investment Manager
 

 
I
certify that this is a true record of the executive decision to
….
 
Authorise, in line with
Contract Standing Orders, Section 34, delegation arrangements, the
appointment of MLCS3 following a competitive tendering exercise to
deliver circa 19,879 stock condition surveys at a cost of
£1,366,695.00 Ex Vat, over 36 months, following the tender
dated 9th September 2024.
 
Signed by the Decision Maker  

Dated:          7
November 2024
 
Name:
         Ian
Spicer                        
Job
Title:    Strategic Director, Adult Care,
Housing & Public Health
 
 
If you require any assistance
in the completion of the decision record please contact the
Governance Team governance@rotherham.gov.uk